Filing in the Law Office

A Primer

Filing in the Law OfficeMaterials: File folders Sub-file Folders (suggestions)

Accounting Correspondence (attorney/client) Pleadings Discovery Notes/research Duplicates

Metal Clips Hole punch Staples File Labels (color coded) for outside file folders Open File Forms

How to File Alphabetical Numeric Alpha-numeric Include:

Date of opening Court District (DA=Dakota, RI=Rice,

HN=Hennepin, RA=Ramsey, ST=Steele) Attorney Type of matter (PR=Probate, FL=Family,

CR=Criminal, TR=Tort/Civil, K=Contract) Client’s Name Numeric

Order of Filing

Within Sub files: Always chronological- With oldest on bottom Newest, most recent on the top!

Other Considerations

Bar Coding Disengagement Letter File Closing

Every person who is seen is to get:

File created for him/her, or Letter stating why there will be no representation

If any action is possible, also state the date the statute of limitations will expire

If the case is rejected on the basis of facts, the firm must complete a full investigation of those facts.

First meeting with client- one office’s procedures: Prepare a folder for each new client to take:

Business card of attorney and paralegal Insert letter : “To Our Clients” Add Retainer Agreement Client Intake Form for appropriate type of case Other print-outs from MN Bar for type of case

New Clients- one office’s procedures: Check Conflicts List Make rolodex card with client’s name,

address, phone numbers, our file # in upper right, Court File # in lower right

Prepare file folder with legal sized main folder with LABEL: color coded for type of case, with client’s file number and client’s name

New Clients, continued

Three letter sized file folders go inside the legal sized main folder labeled: Correspondence, Pleadings, Legal Notes

Include the original, signed by the client, of the Retainer Agreement in file. Copy goes to the Client in the Client’s file

When calls for fee quotes: Always give to Attorney Unless an initial consult, then $ amount for ½ hour

consult

Building and Maintaining Files Mail regarding Client

Copy to Client, with cover letter or Enclosure note Original in file

Pleadings Original saved to file with court Copy to Client, with cover letter of Enclosure note Copy to Opposing Party Copy for Client’s File

Maintaining File Letters to client

Copy in file! Letters written on behalf of client

Including settlement letters Including letters to other attorney Including letters of inquiry to others Send copy to client with cover letter or Enclosure

note to explain Copy in file!

ANY mail in regard to client File in client file

Closing files

Check that each file is In the rolodex with phone number, current

address and name Billings have been sent and payments received Name in the client conflicts check list, including

current and former client’s names and names of witnesses and opposing parties

On rolodex, mark “Closed, Box ___” or other indication of location

What goes where for subfolders Civil:

Pleadings and Motions Summons and Complaint Answer and Counter Complaint Motion and Affidavit Orders Judgment and Decree

Correspondence Letters to Client Letters from Client Letters to and from opposing counsel Letters of offers of settlement Letters to and from court Letters to and from others regarding case

What goes where for subfolders Family/Divorce:

Pleadings and Motions Summons and Petition Answer and Counter Petition Motion and Affidavit Orders Judgment and Decree

Correspondence Letters to Client Letters from Client Letters to and from opposing counsel Letters of offers of settlement Letters to and from court Letters to and from others regarding case

Family/Divorce and Civil: Discovery

Notice of Deposition Deposition Transcript Interrogatories Answers to Interrogatories Requests for Production of Documents Documents produced Requests for Admission Replies to Requests

Subfolders Contain

Other Folders Contain:

Wills Client Questionnaire Earlier will (if relevant) Notes Rough draft(s) of Will Copy of Final Will Letters to and from client